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The Automatic Reconciliation program is used to define the data fields for the file received from the bank to reconcile the district's disbursements. The required formatting for the file is determined by the bank's requirements.
The Import File Type must be equal to one of the following:
- CSV - Indicating comma separated delimited file. The Length is preset for each field. Comma separated files place quotes around text fields and separate fields with commas. These files are simpler to work with compared to fixed length files, as only the field order needs to be known.
- Fixed Length - All information is formatted with either valid data or spaces. Fixed Length fields are filled with spaces to a specified width. Each field has an offset from the start of the line, and a length in number of characters.
The Import Fields to choose from include:
- Amount (Explicit Decimal): When the bank's spreadsheet includes decimals in the check amount.
- Amount (Implicit Decimal) this implies decimals, so the check amount on the bank's file type would not include decimals.
- Bank Account
- Check Day
- Check Month
- Check Number
- Check Year
- Ignore: May be used to account for a "space" on the CSV file or Fixed Length format.
- Payee
- Void Flag
The Length of the Import Field will be automatically determined by the import field chosen and the format of the field will be automatically displayed.
Once the Auto Reconcile format has been completed, click on 'Save' to save the format.
You can add several bank formats for a district. To view a specific bank format, click on the drop down box next to 'Saved Formats', choose a format and click on LOAD.
More Information
Reconciliation Date
The date on the Bank's spreadsheet is the date that the check cleared the Bank; however, this date is not uploaded into USAS and is not needed on the Auto-Reconciliation set up.
The user will be prompted to enter a Reconcilation date when using the Auto-Reconcile option under the Disbursement menu.
Electronic Checks
If the Disbursement Check Type is Electronic but the check number is included on the bank file it will be excluded. The Automatic Reconciliation program only looks for Check or Legacy Check types related to Disbursements. If needed, Electronic checks can be reconciled using the standard Reconcile option.